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Booking Manager
User Manual v.0.6.73
This is the 1st version of extended user manual so
we apologize if we have left something out. In order
for this manual to become better we need Your
feedback so please mail us at
[email protected]. Also we'll need You to
leave comments and questions in support section of
http://www.mmksystems.com and also to make
suggestions for upcoming versions of this manual and
new interactive section “HOW to...?”
Thank to all and have a nice and productive
use of our application
Booking Manager team
Table of Contents
• 1 Introduction...................................................................................................................4
• 2 Instalation.....................................................................................................................5
2.1 System requirements................................................................................................5
2.2 Downloading and installing.......................................................................................5
• 3 Preferences ( Company preferences ).........................................................................6
3.1 Company settings.....................................................................................................6
3.2 Reservation settings.................................................................................................7
3.3 General options (application preferences)...............................................................7
3.4 Printing options........................................................................................................8
3.5 User groups..............................................................................................................9
• 4 Setup..........................................................................................................................10
4.1 Yacht settings (this is the basic of the business)....................................................10
4.2 Seasons (season settings)......................................................................................11
4.3 Price settings..........................................................................................................12
4.4 Option types............................................................................................................12
4.5 Discount types........................................................................................................13
4.6 Payment analyzer...................................................................................................13
4.7 Payment method editor..........................................................................................14
4.8 Equipment editor.....................................................................................................14
• 5 Reports.......................................................................................................................15
5.1 Booking list.............................................................................................................15
5.2 Embarkment list......................................................................................................16
5.3 Transfer list............................................................................................................16
5.4 Price list..................................................................................................................17
5.5 Agency financial performance...............................................................................18
5.6 Yacht financial performance..................................................................................19
5.7 Payment list...........................................................................................................19
5.8 Daily usage............................................................................................................20
• 6 Every day work...........................................................................................................21
6.1 Address book usage and options...........................................................................21
6.2 Availability search and booking..............................................................................22
6.2.1 Main window(main UI):........................................................................................
6.2.2 Booking-sheet......................................................................................................
6.2.3 Reservation editor (The hart of The BM).............................................................
6.3 Exchange rates.......................................................................................................26
6.4 Refreshing and synchronization(with CBM)...........................................................27
• 7 CBM(Central Booking Manager)................................................................................28
7.1 CBM Login .............................................................................................................28
7.2 Booking sheet.........................................................................................................30
7.3 Yacht Search...........................................................................................................32
1 Introduction
Booking Manager'' is a real time on-line reservation system intended for travel
agencies and other similar businesses, already engaged in many yacht charter
companies and agencies all over the world and all are synchronized via the Internet. The
BM is a complete charter management and on line-booking solution, the most advanced
system of this kind and currently is th only one that allows complete transparent
synchronization with the back office.
The BM consists of three components:
1. Local Booking Manager – back-office applications
2. Web Booking Manager – addition to your Web pages which enables end users to
search for available yachts and send direct requests.
3. Central Booking Manager – on-line booking system for your agents and central
database.
In this user manual You'll be introduced to all of the features and abilities of The BM and learn
how to configure, change and take the best advantage of The BM in your business.
Everything You enter in Address book, reservations, yachts, ect. will be
synchronized with CBM and stored in CENTRAL DATABASE which has automatic backup
and there is no need to worry about any data loss after synchronization with CBM.
2 Instalation
2.1 System requirements
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minimum processor required 1.4 Ghz
minimum 256 MB RAM; recommended 512 MB RAM
minimum OS requirements: Windows 2000, Mac OS X v.10.3 or Linux 2.4
recommended screen resolution 1024x768 (if less, some windows or lists may display
incorrect)
recommended Internet connection is dsl, cable or isdn
2.2 Downloading and installing
First you got to make sure that you install Java J2RE 1.4.2, after that all you
have to do is to visit the address http://www.bookingmanager.com/cbm/LBM/distribution where you will find the latest version of
Local Booking Manager available for download. By following the instructions
on the screen you will download and install the application. The size of the
application is around 12 Megabytes1. Once the application is downloaded, you
will have to enter the master password which was given to you when you
purchased the software. After you enter login data, you will have to get
security code from MMK. Security code is used to protect your application
from unauthorized users. Once you enter security code all your initial
company data will be downloaded to your workstation, you will be able to start
working immediately.
The authorization is required each time you start up the application.
To make your Local Booking Manager completely usable, you will have to
enter the basic data in the system. Some of the data will already be entered,
but there are also a lots of other options which need to be tuned to your
preference. The rest of this guide will show You how to do it, so keep reading
1
depending on the speed of your Internet connection, the initial installation will last from 10 minutes to 1
hour.
3 Preferences ( Company preferences )
3.1 Company settings
Illustration 1:
Basic details about your company are entered here, such as the address,
telephone numbers or company logo image. When setting the logo image you
should be careful not to upload too large image, around 250 kilobytes is more
than enough. Also the recommended horizontal/vertical logo proportions are
3x1. Allowed image formats are .jpg and .gif Information entered on this
screen is needed to display company information on official reports such as
offers, invoices and reports.
You can follow examples from below
Illustration 2: Preferences--->Company settings:
Company details are entered into these fields
Illustration 3: Company logo-->upload
Illustration 4: Offices--->New
3.2 Reservation settings
By clicking on Preferences ---> Reservation settings The BM will open
Reservation settings window where You can enter: defaults for date settings,
Invoice settings, CBM, settings for One way option and Payment methods.
Settings entered here will affect some options in Reservation editor. In
defaults You can enter Defaults for year and date format, lease contract no.
format and predefined template for lease or hide yacht name for lease.
Illustration 5: defaults for
Illustration 6: Invoice settings
reservation settings
In the Invoice tab of res.sett. You can enter invoice number format, tax rate,
if tax is included in base price or not, displaying invoice items without tax,
percentage of taxable amount, if options are payable in base, for createing
invoice from payments, if You want to be displayed “invoice for advanced
paymet” on invice, enable master invoice, master invoice in the name of the
owner, default client/agency discount, default guest disc., maximum total disc.
and if discounts are to have sub totals or not. In the CBM tab You'll be able to
chose to enable automatic deletion of expired options on the web, to disable
PDF in e-mail and hide yacht names on the web. In the One way tab you'll be
able to activate one way option and to specify the return periood. In the
Payment methods tab you can chose betvene available and selected payment
methods that You've previously entered in the Payment method editor.
3.3 General options (application preferences)
By clicking on Preferences ---> General options The BM will open
Application preferences window where You can edit application visual
preferences and synchronization options. As shown in picture below changes
made here will affect visual apperance of The BM user interface.
Illustration 7: Changing icon shortcuts in main window
Next to Visual tab in application preferences there are Database connection and
Synchronize options tabs as shown above. By clicking on Database connection you can
wiev information which database is used by The LBM and by clicking on the Synchronize
options you can choose and edit automatic synchronization period and chose if you want
to work offline.
Illustration 8:
3.4
Printing options
By clicking on Preferences ---> Printing options window will be opened
where you can edit Document footnote, financial footnote and printing order.
Settings made here will affect the way that BM generates printable charter
offers.
Illustration 9:
3.5 User groups
By clicking on Preferences ---> User groups, window will be opened where
you can create user groups and their members. You can also change their
permissions and rights. You can create new groups by clicking New and input
group name in input box. Inside of a new group you can add another group(s)
or user(s) by clicking on a button and creating them by clicking New button in
Illustration 10: Adding users and user groups
the User select window and after creating one with all of its properties, just
click Choose to return to User groups window.
Illustration 11: Editing permissions
4 Setup
Illustration
12:
4.1 Yacht settings (this is the basic of the business)
By clicking on Yachts button in main BM window or Work ---> Yacht types
and later in work --->Yachts you got to create boats that you are going to put
in your offers.
There are 6 tabs(properties1, properties2, images,documents,remarks and
inventory) with those buttons you can edit yacht's properties and upload
pictures just like you did before with company details, user details..........
Illustration 13:
4.2 Seasons (season settings)
By clicking on Setup ---> Season, season editor window will be opened. In
this editor You can create season groups and seasons. You can edit beginning
and end of each season and season group. You got to create seasons and
season groups in order to create prices in prices editor.
Illustration 14:
4.3 Price settings
By clicking on Setup ---> Prices window will be opened. Prices can be
created for models or yachts. If You want to create prices for yachts all You
got to do is to click on type or individual ship and in the top of the right
column select season group and enter a price. Each price can be entered in
different currency, but the system will automatically calculated price into
Euro. In Price editor you can also set percentage of the daily price.
Illustration 15:
4.4 Option types
By clicking on Setup ---> Option types window will be opened where you
can create options (extras) with prices. You can choose on option that is
obligatory, as final cleaning, and it'll be automatically added at the calculation.
Options entered in the LBM will be visible to the agents that are using your
on-line system (CBM).
Illustration 16:
4.5 Discount types
By clicking on Setup ---> Discount types window will be opened where you
can create and edit types of discount. Different type of discounts can be
created: 2 or 3 weeks discount, last minute discount, early booking...
Discounts will be added at the calculation according to the length or period of
the booking.
Illustration 17:
4.6 Payment analyzer
By clicking on Setup --->Payment analyzer window opens where You can
search and look in to Your financial data. Search works with different filters as
Payment or Reservation filter. You can even filter trough date, id, client name,
guest name, period of time or even value. After selecting filters just click
search and results will be shown in the left column. If someone didn't pay, you
can search for reservation
Illustration 18:
4.7 Payment method editor
By clicking on Setup --->Payment method editor window opens where You
can create and edit payment methods. If you want to create new payment
method just click new and enter name of method(bank, apex, diners, ....) and
enter terms of method in right column. You can edit first and second payment
amount in %, you can enter bank details for each available language and add
notes.
Illustration 19:
4.8 Equipment editor
Illustration 20:
By clicking on Setup ---> Equipment editor window opens where You can
create categories or use some of default categories. By clicking on New button
new category is added in left column,you can rename it by double clicking on
it. In right column You can add items by clicking on New,enter name in text
box, add data type in field next to it and unit in the field next on right.
5 Reports
Illustration 21:
By clicking on any of those buttons Reports wizard will be opened where you can select
properties that will be used to generate specific report. Red arrows indicate filters that
could be used but if you select none, complete(everything since You started using BM)
report will be generated.
5.1 Booking list
Report wizard for booking list has fuor filters helping print desired period
or a whole year.
Illustration 22:
Illustration 23:
5.2 Embarkment list
Illustration 25:
Illustration 24:
5.3
Transfer list
Report wizard for transfer list is used for printing transfer lists foe desired
day.
Illustration 26:
Illustration 27:
5.4 Price list
Illustration 28:
Illustration 29:
5.5
Agency financial performance
Illustration 30:
Illustration 31:
5.6
Yacht financial performance
Illustration 32:
Illustration 33:
5.7
Payment list
Illustration 34:
Illustration 35:
5.8
Daily usage
Illustration 36:
6 Every day work
In this chapter You'll be shown how make best of The BM usage.
6.1 Address book usage and options
By clicking on Work ---> Address book window opens as shown above. You
can add new contacts or edit existing ones. By clicking New you can create
new contact or client and add it's properties in right, as shown by red arrows.
You can search and filter search as shown by top left arrow.
Illustration 37:
Illustration 38: You can edit
misc attributes
Here are pics. of menus in address book:
Illustration 39: You can give access
rights to each user in address book
just like in User groups
Illustration 41:
Illustration 43:
Illustration 42:
Illustration 40:
6.2 Availability search and booking
This is the most important thing in handling business with The BM and
could be done in three ways:
1. Main window(main UI)
2. Booking-sheet(by clicking on empty field)
3. Reservation editor
6.2.1 Main window(main UI):
Just beneath Preferences menu click on Available Yachts button where You'll
find filters. There are three of them:
Illustration 44:
1. Status: You can choose one (Available, Available+Optional, Available+Optional+Expired
or All)
2. On date: You can choose particular date
3. for: You can choose for how many days the yacht's available since the date that you
chosen in On date filter
You can choose a boat and view its properties or just book it. If You want to
create new reservation, just click on a boat and reservation editor will be
opened. In the main window you can see active options by clicking on Active
options button and see if there is any problem remarked on any of the boats.
You can see if there are any oppened option and you can see if there are any
problems in the booking. If any errors are displayed you can just click on
Solve Problem button, and reservation editor will be oppened on exact
reservation that has problem.
Illustration 45:
6.2.2 Booking-sheet
You can access Booking-sheet by clicking on Booking sheet button in the
main window or clicking on Work ---> Booking sheet. Booking sheet is another
very important part of The BM.
Illustration 46:
Here all reservations, options,... could be seen and/or filtered in case that you didn't want
to view all. There are three different Booking sheet types: Display(you can choose
between Year or month), on date(it speaks for it self) and checker box for short or long
version; and four filters: Type(of the boat), model, in base(from which base) and by status.
In the colored fields there is information about options according to legend at the bottom of
window. By waiting with the pointer over the field a short info will appear and by double
clicking reservation editor opens.
6.2.3 Reservation editor
In Reservation editor window in left column all reservations are displayed
and there are filters to restrict displaying all reservations. In right column
there are reservation details and six category buttons are displayed. In the top
of the right column there are: Res. Number(You can change), Agency/Client
(You can add or change), Yacht (editable), Reservation date, Check in, Check
out, Status and (if it was an option) option expires date.
Illustration 47:
Illustration 48:
Illustration 49:
In Reservation category You can edit reservation details, such as From which base client
wants to departure and where he(they) will end their journey, Charter type single or flotilla,
reservation type classic or flotilla, if reservation was an option you can edit confirmation
date, Guest(s) name(s), contact number, you can choose if you want to invoice guest(s)
and You can choose Active Office.
In Calculation category You can add extra discount or options here, some discounts are
calculated automaticly (like for two week booking and/or agency commission). You can
choose if You want to invoice options or options will be paid in base. You can move up and
down items in calculation list and in total you can choose if tax is included or not. You can
change calculations manually just by clicking on field you want to change.
In Invoice detail You can choose payment method and terms of payment, edit Banking
details and add Notes that will be visible in the invoice.
Illustration 50:
Illustration 51: Asigning transfer for guest
In Crew list category You can create crew list by adding existing ones from address book
or create new guest which is automaticly stored in address book database. By editing each
crew member you can add transfer details You can inform MUP automaticly about guests(this is only for Croatian charter companies).
In Remarks category you can add remarks which will be visible in CBM and internal
remarks which are visible only to You.In Payments category you can add new payments or
edit existing ones. You can enter payments in different currency but all will automaticly be
calculated into €.
And finally you can e-mail(in PDF format), print or create invoice of
reservations.
Illustration 52:
6.3 Exchange rates
Illustration 53:
You can access it just by clicking on Work ---> Exchange Rates. It's
synchronized with European Central Bank but you can change rates manually
just by clicking on field You want to change. All currencies are converted in
euros. All calculations in rest of the program are made according to Exchange
rates.
6.4 Refreshing and synchronization(with CBM)
The BM offers You option for setting up periodical synchronization or to do
it manually. You can access synchronization menu by clicking on Preferences
---> General options and when application preferences window opens click on
synchronize options. If you want to do it manually just click on Synchronize
with CBM.
Illustration 54:
7 CBM(Central Booking Manager)
Central Booking Manager (CBM) is an on-line booking application that
allows your agents to look into your availability, and place an option or
reservation directly on the Internet. CBM is synchronized with Local Booking
Manager (LBM), thus keeping your availability information up to date at all
times, without the need to enter any data twice. When your agent sends a
request or places an option through the CBM, he will instantly get an offer in
PDF by e-mail with the correct calculation, and you will also get a note by email about the action of an agent.
7.1 CBM Login
By visiting CBM login page http://www.bookingmanager.com/cbm/servlet/cbm?serviceId=*** (*** stands for your company ID,
eg. 225 is company ID for Demo booking company) you're asked for user name
and password. You can enter the same one as for LBM. Or if you are a partner
company you can use your own username and password.
Illustration 55: Login or request new account link
To allow your partners to access your CBM it is recomended that you put a
link with banner like the one below onto your website.
If anyone who isn't your partner but wants to become one can easly click on
link request new account below the login box and fill a form which will be
maild to you and automaticly added into your addressbook where you can
allow or deny access and asign rights...
Illustration 57: Confirmation thath data has been sent
Illustration 56: filling new account form
Illustration 58: Address book for new user
After potential new partner sends a request form you can easily edit his
access rights and groups inside of your address book. You can do it two ways
through LBM or CBM but it's recommended to do it through CBM because an
e-mail will be automatically sent, after enabling new partner.
7.2 Booking sheet
Illustration 59: The booking sheet is wery similar to
one in LBM(LBM booking sheet).
The booking sheet is wery similar to one in LBM(LBM booking sheet). Only
diference is that there is no doubleclick. Availability search is located above
booking sheet and contains filters with which you can findout if desired term
is available. By clicking on any field on the booking sheet simplified
reservation editor will be oppened.
Illustration 60: Makeing reservation in CBM. Step1
Illustration 61: Making reservation in CBM. Step2
Illustration 62: Making reservation in CBM. Step3
7.3 Yacht Search
This is another good thing for users that dont have LBM, you can search for
desired yacht in desired period and desired base...etc.
Illustration 63: